CATS System Welcome Screen

1. CATS System Welcome Screen

2. Program Access and Authority Clicking on the Contracts tab will access the contracts for a particular program. Users may have access to contract info for one or more Programs. Three levels of access: Super User: Can update and delete assigned program records (Contract Administrator). Update User: Can view only assigned program records and update restricted records (Contract and Operational Managers). View User: Can view only assigned program records and can not update records (Auditors and Managers).

3. Contract Search/Add Contract Note that existing contracts display when the Contracts tab is opened. And a link is provided to Add a New Contract. We’ll demonstrate the Add Contract screen first.

4. Adding New Contracts *= Mandatory fields Add= Editable drop down fields

5. Contract Status Active= contract is current in force Inactive= contract has expired but activity remains Closed= contract closed and activity complete

6. Contract Category Categories may be unique to a Program or apply to multiple programs.

7. Contractor Information Drop down menu for Contractors will display all Contractors entered into the system Or the Add button allows new vendor info to be added

8. Adding New Contractors The contractor screen allows new vendor information to be added

9. Manager Administration All managers share a single data base. Drop down menu will display existing managers. Or the Add button allows new managers to be added

10. Manager Administration Persons may be added as a Contract Manager, Operations Manager or Procurement Manager using the drop down menu

11. Pending Enhancement Email addresses are being added for activity notification

12. Existing Contract Search All contracts will display that are assigned to the selected program. Clicking on the link will display the contract information

13. Main Contract Page Note on this entry future possible renewals have been pre-loaded… ….but not executed.

14. Existing Contract Administration Screen Contract deliverables can be added by accessing the contract’s deliverable link.

15. Deliverable Administration All deliverables may be added in advance with due dates. The Date Completed field is updated and the Complete flag is changed to “yes” by the contract manager when the deliverable is accepted.

16. Pending Enhancement Adding invoice and payment information is a pending enhancement.

17. Pending Enhancement When the deliverable payment and invoice information is added and the Complete flag is changed to Yes, a deliverable performance survey opens. If Fair or Poor performance is selected, a further explanation is required.

18. Existing Contract Administration Screen Renewals may only be added to the Changes page if the Renewal Option flag is set for Yes. • Contract changes are made through the Changes tab. • Changes are: • Amendments • Renewals • Extensions • Other The number of renewals that can be entered is limited to the number in the Renewals Num field.

19. Change Administration The Change Administration page will display a summary of activity related to the contract and a link is provided to display any unique change event. Note the headers for the various types of contract changes.

20. Amendment Administration Clicking the Add button here opens an Add New Amendment screen. Clicking the link will display the specifics of the contract change item selected.

21. Renewals may be added only if the main contract pages has been set for renewals as previously discussed. If the main page has not been set for renewals, or if the number of available renewals on the main page have already been entered, the Add button will not appear.

22. Renewal Administration Note that the optional renewal has been added in advance... ..but the “Execute” button will not be activated until the actual renewal is executed. The Contract End date will change to the date specified as the Renewal end Date and the renewal amount will be added to the Total Contract Value on the Contract Main Page.

23. Extension Administration Systematically extensions operate just as renewals do

24. Other Activity Administration The Other tab is used to document information related to the contract that are not amendments, renewals, or extensions. An example is changes in contractor staff that do not require formal amendments.

25. Contract Closeout At the completion of the contract. The contract manager must change the contract status to Closed.

26. Pending Modification The survey averages all of the individual deliverable scores and allows the CM to accept this as the overall contract score or change the score and provide an explanation. Upon closing the contract a Closeout Survey opens. There are five (5) performance assessment questions and six (6) financial assessment questions.

27. Pending Modification Once the contract is closed and the survey is completed, the Contract Admin screen will display a survey link.

28. Pending Modification The survey is a PDF document that can be printed and placed in the contract file.

29. Reports

30. Notification System • Contract, Operations and Procurement Managers will be notified upon a pre-set time frame concerning contract expiration. • Contract Managers will be notified when a deliverable due date has been reached but has not yet been accepted.